When the cold room warms up, they should already have your number
Tag every display fridge, freezer and cold room you install or service. When a unit alarms at closing time, the manager scans and calls you, with the gas, the model and the history in front of them.
Polar Cold Services
Installed by Polar Cold Services
Cold room
3 x 3 m chiller room
- Capacity
- R290 · 2.2 kW
- Location
- Back of house, by the loading door
- Installed
- 5 Aug 2026
- Warranty to
- 5 Aug 2027
Next service
5 Feb 2027
Service history
Installation
5 Aug 2026
IP-4RF6-93
What you'll tag
- Display fridges and freezers
- Walk-in cold rooms and freezer rooms
- Condensing units
- Under-counter and back-bar fridges
- Ice machines
- Bottle coolers
- Blast chillers
- Temperature monitoring and alarms
Sound familiar?
Where refrigeration lose the repeat work
A breakdown is stock on the clock
A failed cold room is food going off by the hour. The manager calls the first technician who answers, and that is not always you.
Staff change, records do not move
The manager who knew your number leaves. The next one finds a sticker that has peeled off and starts searching.
Gas and model details matter on arrival
Refrigerant type, charge and the condensing unit model decide what you bring. Without them, the first visit is a survey.
How the loop works for you
Say you fit a chiller room for a deli in August and tag the door. In February the service reminder goes to the owner. A month later the room alarms on a Friday evening; the new manager scans the tag, sees the gas, the model and your number, and calls you.
On every passport
What InstallPass records
- Unit and condensing unit brand, model and serial
- Refrigerant type and charge
- Set temperatures and alarm limits
- Electrical supply and the circuit it is on
- Install date and the installer warranty
- Service and leak check history
- Photos of the unit, the condensing unit and the controller
- Food safety and maintenance records, where kept
Keep on file
Documents worth attaching
- Manufacturer warranty registration
- Refrigerant and charge records
- Commissioning record with the set points
- Service reports
Requirements vary by installation, municipality and manufacturer, so check what applies to each job.
Service touchpoints
Reminders that match how your units are serviced
Set a service interval per unit and InstallPass sends the reminders. Typical starting points:
Preventive service and coil clean
Every 3 to 6 months
A typical starting point for commercial equipment. Busy kitchens and dusty sites need it more often.
Leak and performance check
Every 12 months
Follow the manufacturer's guidance and any requirements for the refrigerant used.
InstallPass for other trades
From the blog
Guides for installers who want repeat work
What one repeat call-out is worth: the numbers behind service work
A new install is a one-off. The services that follow it are not. Here is how to work out what a customer who keeps calling you is actually worth.
Security and CCTV installers: turning alarm and camera installs into service work
Alarm batteries go flat, recorder drives fill up and cameras drift out of focus. Here is how to make sure the call comes to you when they do.
A home equipment register: what to keep for your geyser, inverter and gate motor
Every house has a handful of units that need servicing, carry a warranty and come up when you sell. Here is what to keep for each, and where to keep it.
In their words
What installers say about it
The same story in every trade: a tag that stays on the unit is what brings the next job back to the person who fitted it, years after the invoice was paid.
Three geysers I fitted in 2023 came back to me this winter instead of going to whoever was cheapest on Google. The tag was still on the pipe and they scanned it.
The rating plate photo doing the typing is the part my guys actually use. Before this, half the job cards came back with the serial number missing.
A customer phoned about a warranty claim from two years ago. I had the certificate of compliance and the install date on screen before she finished the sentence.
Start tagging display fridges and freezers today
Start your free trial and tag your first unit today. Fourteen days of every Pro feature, on real installs. If the bookings do not come back, you have lost nothing but an afternoon.
No card needed · 10 free self-print tags